Yes, with one adjustment. GoHighLevel's Goal Event action can wait for a link click, a form submission, a confirmed appointment, a payment, or a reply, but the help page we found does not list a document signature among the goals. The dependable way is a second workflow that starts when Documents and Contracts marks the engagement letter signed, adds a tag, and lets the onboarding workflow continue. The bottom line: nothing after the engagement letter should go out until the signed tag exists.
Why the signature is the gate
ABA Model Rule 1.5(b) says the scope of the representation and the basis or rate of the fee and expenses must be communicated to the client, preferably in writing, before or within a reasonable time after the representation starts. Rule 1.5(c) is stricter for contingent fees: the agreement must be in a writing signed by the client and must state how the fee is determined, and Rule 1.5(d) bars contingent fees in criminal defense matters. Lawyers Mutual Insurance of North Carolina adds a risk management reason: the engagement letter confirms that the firm accepted the matter and describes exactly what it agreed to do, and at minimum it should confirm fees and billing.
What waits for the signature
| Step | Sent when |
|---|---|
| Welcome message and next steps | Signature |
| Intake questionnaire and document upload link | Signature |
| Retainer payment link, for a flat or hourly fee | Signature, and subject to trust account rules |
| Kickoff meeting booking link | Signature |
| Task for the paralegal to open the matter | Signature |
Build it in GoHighLevel
GoHighLevel's help pages describe a Documents and Contracts workflow trigger that fires on document status events such as sent, viewed, signed, or declined, and a Goal Event action that waits for a chosen event before the workflow continues.
- Create the engagement letter as a document template, and send it from the contact record after the consultation.
- Build a workflow with the Documents and Contracts trigger filtered to the engagement letter template and the status signed.
- In that workflow, add the tag Engagement signed and move the pipeline stage to Retained.
- Build the onboarding workflow with a first step that waits, then an If/Else on the tag Engagement signed. If the tag is present, continue. If not, wait again.
- Add a reminder branch that sends the letter again after 3 days and creates a task for the attorney after 7 days.
- Have the attorney approve the letter template, since Oregon's opinion summary says an automated system should not send an engagement letter without lawyer approval.
Compared with the old way
Before e signature, the firm mailed or emailed a PDF, the client printed, signed, scanned, and returned it, and a paralegal watched the inbox. That process took days and depended on memory. A phone signature shortens the step, and a tag gives every later step a clear condition. The remaining risk is different: a signature can arrive at any hour, so the workflow must not send fee related messages to the client before the attorney has approved the letter, and it must not release a retainer link on a matter type where trust account rules differ. Build the workflow so the attorney's approval is a step, not an assumption.
A final point on contingent fee matters, where the writing must be signed by the client. A workflow that treats a viewed letter as signed would be wrong. Use the signed status, not the viewed one, and test both by sending a test document to a colleague.
Worked example
For example, a firm signs 25 new clients a month and each onboarding involves 5 manual messages and tasks. That is 125 items a month (25 times 5) that the workflow releases in order the moment the signature arrives.
Mistakes to avoid
- Sending the retainer link before the signature. The fee terms should be agreed first.
- Skipping the attorney's approval of the template. Automation should deliver, not draft.
- Assuming Goal Event covers signatures. Use the trigger and a tag.
- Using a contingent fee template for a criminal matter. Rule 1.5(d) prohibits it.
How this was handled before
Paralegals watched the mail for the signed letter and sent the next documents by hand. A missed letter meant work started without an agreement. A signature status and a tag let the firm release each step only when the document arrives.
What to measure after launch
Track letters sent, letters signed, days to signature, and onboarding steps released without manual work. If the signed tag is missing on signed letters, check the template filter on the trigger.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Some clients sign on a phone and forget the confirmation, so keep the welcome message short and repeat the next step. This is general information, not legal advice.
Questions people ask
Must a fee agreement be in writing?
Rule 1.5(b) says preferably in writing. Rule 1.5(c) requires a contingent fee agreement to be in a writing signed by the client.
Can Goal Event wait for a signed document?
GoHighLevel's Goal Event page lists link clicks, forms, appointments, payments, and replies. Use the Documents and Contracts trigger to add a tag instead.
Should the workflow send the letter?
It can deliver a lawyer approved template. Oregon's opinion summary says autonomous actions like this should have lawyer approval.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.